Position Description : Practice ManagerPosition Title : Practice ManagerReports To : Chief Medical Officer (CMO)Job Summary : The Practice Manager, a pivotal role in our healthcare practice, oversees the administrative operations, scheduling, payroll management, and compliance activities.
This role plays a crucial part in ensuring efficient and effective coordination between providers, staff, and departments, thereby supporting high-quality patient care and organizational objectives.
Key Responsibilities : Provider-Related Duties1. Schedule Oversight : * Approve / disapprove requests for time off.* Communicate with Scheduling and update ADP, Calendar, and Forecast.
- Manage communications regarding unscheduled absences.* Review provider schedules, make rescheduling decisions, and notify relevant parties.
- Update ADP, Calendar, and Forecast as necessary.2. Payroll Management : * Medical : Monitor, approve, and manage vacation, sick, and CME time.
Enter requests into ADP and update and approve timecards. Manage holiday coverage.* Dental : Monitor and manage vacation, sick, and CME time.
Enter requests into ADP if requested, and update and approve timecards.3. Provider Meetings : Maintain dietary preferences, order lunch, and submit invoices to Accounts Payable.
4. Call Schedules : * Manage call schedule rotation and submit to providers, Nurse Access, and necessary personnel.* Oversee after-hours patient calls and maintain the provider listing.
5. CME Management : * Approve / deny CME requests, monitor funds, maintain spreadsheets, and communicate with providers.* Manage CPR credentialing, schedule classes, and submit invoices.
6. New Providers : * Collaborate with HR, IT, and Credentialing during onboarding.* Develop schedules and distribute NextGen Guides.
Provide initial support and facilitate additional learning.Administrative Support1. CMO Support : * Regular communication and administrative support as requested.
2. EMT Reporting : * Report appointment analysis daily and billed encounters weekly.* Provide supportive information as requested.
3. Finance Coordination : * Submit payroll and approved reimbursements to AP.* Provide annual provider reimbursement reports to the COO.
Update payroll with provider status / hour changes.Staff Supervision1. Medical Administrative Assistants : * Monitor earned time off, approve / deny requests, supervise, support, and troubleshoot issues.
2. Compliance Management : * Review patient complaints, communicate with involved parties, and share reports with Compliance.
Prepare monthly reports, including No Show and Compliance reports.3. Clinical Supervisors : * Maintain open communication, problem-solving, and schedule updates.
4. SSM Coordination : * Submit payroll monthly and communicate days off to Scheduling.Scheduling and Communication1. Scheduling : * Communicate provider vacations, CME dates, and unscheduled days off.
- Inform of schedule / location changes.2. Other Communications : * IT : Manage provider issues and new provider setups.* FOA Supervisor : Handle unscheduled absences and patient charting errors.
- Credentialing : Update on new providers, licensing issues, and CPR.Administrative Reporting and Quality Assurance1. Reporting : * Daily appointment analysis, weekly encounter count, and various monthly reports.
- Communicate kept appointments without charges, CME / license / dues annual reports, and monthly slot utilization reports.
2. Quality Assurance : * Review charts for medication reconciliation and chart signature percentages.* Disseminate findings to providers.
Qualifications : * Bachelor's degree in healthcare administration, business administration, or a related field.* Minimum of 3-5 years of experience in healthcare administration or practice management.
- Strong organizational, communication, and leadership skills.* Proficiency in healthcare management software (e.g., ADP, NextGen).
- Ability to manage multiple tasks and priorities effectively.Skills and Competencies : * Strategic thinking and problem-solving.
- Excellent interpersonal and communication skills.* Detail-oriented with strong analytical abilities.* Leadership and team management.
- Financial acumen and budget management.Work Environment : * Primarily office-based with occasional travel to other practice locations.
- Interaction with various stakeholders, including providers, staff, patients, and external vendors.Compensation : * Competitive salary based on experience and qualifications.
- Comprehensive benefits package including health insurance, retirement plan, and paid time off.
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